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Over the Counter (OTC) Revenue Dashboard: How to View, Interpret, and Use Your Data

Track OTC parts sales and get line of sight into top customers and top sales reps.

Overview

The OTC Revenue Dashboard in EBIS tracks part sales that happen directly over the counter (not tied to work orders). It helps you:

  • Monitor total parts revenue.
  • Track the number of invoices processed and voided.
  • See the impact of returns and refunds.
  • Identify your top customers and top sales agents.
  • Understand when OTC sales are happening through trend charts.

You can filter the dashboard by date range, city, customer, and sales agent for more targeted insights.

 

New ADA Dashboards - OTC Dashboard Gif

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Note: You must be an Advanced Access User (AAU) to use the ADA Dashboard module. Users also must have permissions activated. To activate this module and permissions in your EBIS account, see the Security & Permissions section below.

 

Key Metrics

Parts Revenue

  • Definition: Total dollar amount of OTC parts sales in the selected period.
  • Drilldown: Click to see OTC #, part number, description, quantity, and unit price.

Invoices Processed

  • Definition: Number of OTC invoices completed in the selected period.
  • Drilldown: Shows customer, parts sold, total spend, and sales agent.

Voided Invoices

  • Definition: Number of invoices that were canceled after creation.
  • Purpose: Helps track process issues or potential training needs.

Parts Returned

  • Definition: Total dollar value of parts returned in the selected period.
  • Drilldown: Shows OTC #, part number, description, quantity returned, and unit price.

Returns Processed

  • Definition: The count of processed return transactions.
  • Purpose: Indicates the frequency of returns vs. sales.

 

Requirements to Make the Dashboard Work

  1. Invoices must be processed correctly
    1. Only completed invoices (status = Processed) are included in revenue metrics.
  2. Returns must be logged
    1. Return invoices must be completed to appear in the dashboard.
  3. Voids must be tracked
    1. Voided invoices are counted separately and excluded from revenue totals.
  4. Permissions Required
    1. Users need the correct dashboard permissions (see Security & Permissions below).

Important Notes:

  • Only OTC transactions (not work orders or contracts) are included.
  • Data reflects only processed and non-deleted invoices.
  • Returns are tracked separately from sales for clarity.
  • All values respect applied filters (date, city, customer, sales agent).

 

How to Use the Dashboard Reports

Summary Tiles (Top Section)

  • Parts Revenue – Total OTC parts sales.
  • Invoices Processed – Count of processed OTC invoices.
  • Voided Invoices – Count of canceled invoices.
  • Parts Returned – Dollar value of returned parts.
  • Returns Processed – Count of completed return invoices.

Parts Sales (Trend View)

  • Stacked bar chart of OTC part sales over time (weekly or monthly).
  • Broken down by customer.
  • Orange line overlay shows number of invoices.
  • Drilldown provides invoice-level detail and exports.

Customer Spend

  • Bar chart of customer spend, broken into parts sold vs. parts returned.
  • Drilldown shows OTC #, part details, and unit pricing for each customer.

Sales by Agent

  • Pie chart ranking sales agents by total OTC sales.
  • Drilldown shows what each agent sold, to whom, and for how much.
  • Provides visibility into top performers.

 

Exporting Data

The OTC Revenue Dashboard supports .xlsx exports for:

  • Summary View – total sales and returns by category.
  • Detailed Data – invoice and part-level detail.
  • Drilldown Exports – export from any widget (Parts Sales, Customer Spend, Sales by Agent).

 

Security & Permissions

To view this dashboard, a user must be an Advanced Access User and have these permissions turned on. To edit these permissions, go to Config > User Profiles > (select a profile) > Access Levels >:

ADA Dashboard tab:

  • View (mandatory)
  • Export (optional, but required to export to CSV)
  • View Revenue Info (optional)

Over The Counter tab:

  • View (mandatory)
  • View: Quick Cash Snapshot (optional)
  • Export Data (optional)

Without these permissions, the dashboard will not be accessible.

 

Common Questions This Dashboard Answers

  • Who are my top OTC customers?
  • Which sales agents generate the most revenue?
  • Are OTC returns trending up or down?
  • How many invoices are being voided?
  • What is the dollar impact of returns compared to sales?

 

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